Frequently Asked Questions about Course Reserves
Physical Reserves
• How do physical reserves "work"?
• How do I make a request for the library to place physical reserves for my course?
• How can students find items that have been placed on reserve?
• How long does it take to process physical course reserves requests, and, how long should one wait before sending students in to use reserves?
• How can one tell when physical reserve requests have been processed?
• Is placing an item on reserve an effective way to suggest to students that they might use the item in their course research?
• Will placing an item on reserve ensure that each item is available for the faculty member who placed the reserve whenever they need it?
• Will placing an item on reserve limit to the use of that item to students in the course the item is on reserve for?
• If a course has been offered before, will the library automatically process the reserve requests placed in previous semesters?
• How can one tell if students have been checking out items that have been placed on reserve for a specific course?
• When are items removed from reserves?
• If an item is returned late, can faculty members accrue fines for items that they have placed on reserve?Electronic Reserves
• What materials can the library place on electronic reserve via OAK/Blackboard?
• How do I make a request for the library to post electronic reserves in my OAK course page?
• How long does it take to process electronic course reserves requests, and, how long should one wait before requiring students to access posted reserve content?
• Can links to content from library databases (such as Naxos Music Library, DRAM, IIMP, or JSTOR) be placed within OAK?
• Can students download music placed on OAK?
• How is streaming content posted by the library delivered in OAK?
• Are there limits as to what can be streamed?
• Can the library stream audio anthologies that accompany class textbooks?
• Where can faculty members refer students that are experiencing technical problems with electronic reserves?
Physical Reserves
How do physical reserves "work"?
Faculty members may place library or personal items needed for class assignments on reserve to facilitate the availability of those items to groups of students through limited access. Default loans to students of reserve materials are for 2 hours, the materials may only be used within the library, and the materials may only be renewed at the service desk. To ensure access to reserve materials during hours when the library is closed, students may check-out reserves materials owned by the library overnight. Overnight checkouts are due one hour after opening on the following workday.How do I make a request for the library to place physical reserves for my course?
The Music Library offers a variety of ways to make physical reserves requests. A form that can be used to place both physical and electronic reserves is available here. Reserve requests forms are also available at the service desk. Forms may be submitted to Michael Jones or dropped off at the library's service desk. Michael will also accept user-generated lists, such as modified syllabi, provided that they include an author or composer, title, call number and track (if applicable) for each item.How can students find items that have been placed on reserve?
Library users can access lists of reserves and determine current availability of reserves by using the Course Reserves search in ACORN. Although print reserves are located behind the desk, there may be hundreds of library items to search through during the academic year. Please direct students to the Course Reserves search in ACORN rather than directing them to ask for an item by title or chapter at the library service desk.How long does it take to process physical course reserves requests, and how long should one wait before sending students in to use reserves?
Faculty members are encouraged to submit reserve requests at least two weeks prior to when they are needed to allow time for processing, recalling of checked-out items and rush purchase requests. In cases where all the requested items are readily available at the library, processing will take 2 to 4 days. Reserve lists are processed in the order received. Please do not send students in to use reserves on the same day that the reserve request was placed.How can one tell when physical reserve requests have been processed?
Faculty members and students can determine current availability of physical reserves by using the Course Reserves search in ACORN.Is placing an item on reserve an effective way to suggest to students that they might use the item in their course research?
No. Placing an item on reserve greatly limits access to the item and is not an effective way to direct students to the item for use. Reserves should be placed when items are assigned to be used for classwork. If you would like to incorporate a suggested reading list into your course's LibGuide, please contact Sara Manus.Will placing an item on reserve ensure that each item is available for the faculty member who placed the reserve whenever they need it?
No. Although use of the item is typically limited to a 2 hour check-out within the library, the item is still available for check-out within the library. Some students may check out reserves right before class. To ensure each item is available when needed, it is best to check-out those items (or to make an online request for those items through Faculty Delivery) at least a day before the item is needed for class. To ensure that the item is currently available before making a trip to the library, use the Course Reserves search in ACORN.Will placing an item on reserve limit to the use of that item to students in the course the item is on reserve for?
No. Although use of the item will typically be limited to a 2 hour checkout within the library, any library user may check out the item.If a course has been offered before, will the library automatically process the reserve requests placed in previous semesters?
No. A request must be made each semester. If you would like to reuse or modify a previous semester's reserve request list, the Music Library has an archive of reserve requests going back to the fall of 2008. To request such a list, contact Michael Jones.How can one tell if students have been checking out items that have been placed on reserve for a specific course?
The Music Library distributes computer generated lists of reserve materials for your records at the end of the semester. Each entry includes the number of times that the item has checked out.When are items removed from reserves?
All physical reserve materials are removed from reserve after the last day of finals. Requests to extend the reserve status of materials must be made prior to the last day of finals. Personal items from faculty members will be placed in their mailbox after removal from reserves.If an item is returned late, can faculty members accrue fines for items that they have placed on reserve?
Yes. Library fines are automatically assigned to all user accounts when items are returned late. Reserve fines assigned to a faculty member for an item that they have placed on reserve are manually forgiven by the Music Library after a first bill notice has been sent to your email account. To prevent fines for late returns of reserve items being assigned to your account, inform staff members at the service desk how long you will need an item at checkout.
Electronic Reserves
What materials can the library place on electronic reserve via OAK/Blackboard?
The Music Library can add streamed selections from audio recordings and scanned excerpts from print materials to OAK course pages.How do I make a request for the library to post electronic reserves in my OAK course page?
The Music Library offers a variety of ways to make electronic reserves requests. Forms that can be used to place both physical and electronic reserves are available here. Reserve requests forms are also available at the service desk. Forms may be submitted to Michael Jones or dropped off at the library's service desk. Michael will also accept user-generated lists, such as modified syllabi, provided that they include an author or composer, title, call number and track or page numbers for each item.Michael Jones must be granted access as a course builder before any content can be posted to your OAK course page. The course page must also be made available to library staff (Michael) and students enrolled in the course. See this handout for instructions on how to add Michael as a course builder. See this handout for instructions on how to make your course available. As course instructors in OAK, faculty members are also responsible for removing access to copyrighted content at the end of the semester by making their OAK courses unavailable (for technical assistance contact Michael Hime).
Before requesting links to library content please read the Music Library's Audio Streaming Policy for Course Reserves. These guidelines have been approved by Vanderbilt University's legal counsel.
Print items for electronic reserve on OAK are scanned and converted to PDF documents. Instructors are responsible for providing clean, loose, one-sided 8 1/2" x 11" photocopies with black edges minimized for scanning. Photocopies should also be accompanied by a complete citation, which can be easily obtained by including a copy of the title page (the copyright date, usually located on the reverse side of the title page, can be written in). Please note that, for print items, rightsholders' fees for electronic reserves are charged back to the individual colleges. In some cases links can be created to electronic copies of books and journals licensed by the library without paying copyright permission fees.
How long does it take to process electronic course reserves requests, and, how long should one wait before requiring students to access posted reserve content?
Faculty members are encouraged to submit reserve requests at least two weeks prior to when they are needed to allow time for processing, recalling of checked-out items and rush purchase requests (In the majority of cases, digital files are created using physical library items). In cases where all the requested items are readily available at the library, processing will take 2 to 5 days. Reserve lists are processed in the order received. Please do not ask students to access posted electronic reserve content on the same day the reserve request is placed.Can links to content from library databases (such as Naxos Music Library, DRAM, IIMP, or JSTOR) be placed within OAK?
Yes. Links can also be requested via a course reserves request form.Can students download music placed on OAK?
No. Offering copyrighted content for download via course management software or by any other means is illegal. Access to audio content posted by the Music Library is delivered viastreaming.How is streaming content posted by the library delivered in OAK?
Audio content is streamed using Real Media files. A RealPlayer (Windows, Mac, or Linux download) is required to listen.Are there limits as to what can be streamed?
Yes. Conditions that apply to the digitization and electronic transmission of audio files for course reserves are outlined here. A checklist to assist in a determination of "fair use" is available here. Sara Manus and Holling Smith-Borne can also assist in making fair use determinations.Additional information on copyright and fair use can also be found through Columbia University Library's Copyright Advisory Office.
Can the library stream audio anthologies that accompany class textbooks?
No. If the cumulative effect of offering access to a work would be to substitute for the purchase of that work, a strong argument can be made against "fair use".Where can faculty members refer students that are experiencing technical problems with electronic reserves?
Students should be reminded that a RealPlayer (Windows, Mac, or Linux download) is required to play, and should be the default player for, Real Media files. Reports that Real Media files will not play in QuickTime, ITunes, or other media players are usually the sole source of technical complaints from students.Technical problems may also be referred to Michael Jones or Sara Manus.